Program Assistant

Position Summary:

It takes care of all administrative services and day-to-day administrative operations ensuring that quality standards are maintained.

Essential Job Functions:

• Communicate with current local, national and international resources and/or contacts using all tools such as phone, email, etc. to keep relationships active.
• Research, collect and analyze specific information related to different topics as requested.
• Generar informes según lo solicitado.
• Document the procedures followed for daily tasks as well as email communications.
• Prepare the agenda and take minutes of periodic meetings with assistance and coordination of Coordinators, Directors and others as needed.
• Work with other staff to coordinate work events and special projects.
• Keep the work area clean and organized at all times.
• Meet pre-set deadlines and provide support to the organization where needed.
• Create, review and reconcile credit card expense reports, payments, refunds and submit them for authorization.
• Assist the Human Resources Department in areas such as employee records, payroll, training and others.
• Follow up on requests sent by different offices in reference to purchase orders, reservations, quotes, etc. And maintain an inventory.
• Perform logistics, including organizing itineraries for training and continuing education events, CAC meetings, executive meetings, staff meetings, and others, as requested.
• Prepare correspondence, reports to various executives and stakeholders.
• Search, apply for and publicize funding opportunities and be an active part of the application process.
• Develop and maintain electronic files as needed.
• File and update file proposals, manuals, licenses, insurance documentation, CAC files and others.
• Actively manage the calendars of multiple team members and work efficiently with other staff members to coordinate/plan meetings and conference calls, which can involve numerous time zones.
• Coordinate with various units of the organization to perform tasks in a timely manner.
• Keep files updated
• Document and data management.
• Special Projects
• Other tasks assigned by your Supervisor

Essential Qualifications:

Education:

Associate degree or a minimum of 2-4 years of equivalent administrative experience (preferably reporting to more than one executive at the same time), Bilingual (Spanish / English), Computer knowledge, very competent in all Microsoft Office applications. Well organized in work habits. Strong verbal and written skills.

Experience and Competencies:

• Enthusiastic, motivated, effective under pressure and flexible.
• Able to work with minimal supervision, it works well working individually and collaboratively within a team.
• Good organizational and time management skills.
• Able to multitask while paying attention to detail and good ability to choose priorities.
• Excellent verbal and written communication and interpersonal skills required with the ability to make high-quality emails and messages to individuals at all levels of the organization.
• Able to perform efficiently, professionally and friendly under pressure.
• Strong interpersonal skills to create and maintain positive and effective working relationships.
• Excellent telephone skills (i.e. take accurate and complete messages) and email communication.